Undergraduate Program Administrator

Princeton University•Princeton, NJ

1d•$77,000 - $83,000

About The Position

The Department of History seeks an energetic, detail-oriented, self-motivated professional to oversee its undergraduate academic program. The program serves 140–150 junior and senior majors and 65 minors, with 65–70 lecture and seminar courses offered each year. The Undergraduate Program Administrator works closely with the Associate Chair, Director of Undergraduate Studies, History Minor Adviser, Department Manager, faculty, preceptors, and undergraduate students, keeping them informed about program policies, practices, and requirements. The role also involves regular interaction with staff in the Registrar’s Office, Dean of the College Office, Residential College Deans, and colleagues across other departments and programs. The administrator helps new faculty understand undergraduate course policies and advising expectations, and directs the work of a half-time program assistant. The role oversees undergraduate degree progress, course management, and program administration. It coordinates student advising and enrollment processes, independent work and thesis milestones, course setup and scheduling, program documentation, and undergraduate events. It maintains student records and program data, liaises with university offices, and identifies opportunities to improve the undergraduate program. A complete application must include a letter and a resume.

Requirements

Bachelor’s degree or equivalent education and experience.
Ability to work independently and as part of a team.
Good judgment, discretion, and ability to maintain confidentiality.
Excellent verbal and written communication skills.
Attention to detail and accuracy, with ability to set priorities and manage competing demands and deadlines.
Superior interpersonal skills and ability to communicate and interact effectively with a broad range of people.
Comfort with decision-making and problem-solving.
Demonstrated organizational and time-management skills.
Tact, patience, and sound judgment in sensitive situations.
Excellent computer skills and demonstrated ability to learn new systems quickly and use technology effectively.

Nice To Haves

Prior university experience and knowledge of university policies and procedures.
Familiarity with Princeton University systems, including PeopleSoft, SAFE, and Canvas.

Responsibilities

Communicate regularly with undergraduate majors about program policies and deadlines.
Work with the Directors of Undergraduate Studies to set independent-work milestones and submission deadlines, and update related Canvas course pages.
Monitor students’ progress toward major degree requirements and inform students, Deans, and department officers of concerns.
Coordinate spring sophomore enrollment, semesterly student advising, and assignment of senior thesis and junior independent-work advisers.
Organize and promote the JP/thesis funding process, distribute awards through SAFE, and coordinate with the Davis Center and the Dean’s funding processes.
Coordinate consulted thesis grades with advisers and second readers, and enter grades in CIS.
Collect thesis prize nominations and coordinate prize awards and payments.
Submit theses to Mudd Library.
Oversee scheduling of Senior Departmental Exams with advisers, second readers, and students, including rescheduling when needed.
Ensure year-end data is complete and accurate for the honors calculation.
Maintain student databases and confidential records in CIS, and maintain major and minor statistics using the Information Warehouse.
Oversee updates to the undergraduate website.
Communicate course setup procedures and deadlines to course heads and preceptors each semester.
Enter course information into CIS, track enrollment, and communicate with instructors about over- or under-enrolled courses.
Resolve issues involving cross-listing, scheduling, class size, student permissions, cognates, wait lists, and room assignments.
Work with the Associate Chair to coordinate course offerings, meeting times, departmental distribution requirements, and compliance with university requirements before submission to the Registrar.
Serve as liaison to ODOC and the Registrar regarding new and established courses.
Coordinate the setup of precepts with course heads and preceptors, and instruct them as needed on CIS tools.
Request rooms for department courses and precepts.
Update the degree progress and distribution summary, conduct a summer review, and submit updates to the Registrar.
Work with ODOC on the annual update of the Undergraduate Announcement.
Consult with the DUS to maintain and update Independent Work in History guidelines, Junior Paper guidelines, and other annual undergraduate documents.
Oversee planning and content for undergraduate events, including the Academic Expo, History Writing Group, Career Conversations, Class Day, Fall Welcome Event, and Winter Reading Period event; work with the undergraduate program assistant on logistics.
Identify opportunities to improve the functioning of the undergraduate program.
Oversee the undergraduate assistant’s administration of the History and History of Science, Technology, and Medicine minors programs; course promotion materials; student groups and publications; event logistics; undergraduate merchandise; syllabus collection; and course readings, library reserves, course packets, and book orders.